Administrative Officer
| Posting date: | 14 May 2025 |
|---|---|
| Salary: | £22,816.00 to £24,336.00 per year |
| Additional salary information: | £22816.00 - £24336.00 a year |
| Hours: | Full time |
| Closing date: | 28 May 2025 |
| Location: | SHEFFIELD, S1 4DP |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | C9457-25-0173 |
Summary
Communication A point of contact within the programme team: dealing with enquiries and liaising with service users, carers and health care professionals from external agencies and the Trust. Maintaining confidential and accurate messaging systems. Dealing with incoming paper, electronic and telephone correspondence, checking information received and responding in an appropriate manner and documenting actions taken as appropriate. Directing/re-directing outgoing paperwork and electronic correspondence from team e-mail account. Dealing with highly confidential, potentially sensitive information. Liaising with programme staff and other colleagues within the service. Admin Support Provision of an effective admin service to the programme team. This will include use of the best practice and techniques in IT to ensure high quality information and administrative systems are in place. Accurate data input in various forms, formats, and systems, including Google and Microsoft Office suite systems. Operation of internal information systems ensuring accurate and up to data information is processed and maintained. Supporting team meetings, production of minutes when requested. Responding to requests from the programme team in a timely manner. Effectively cover admin requirements of the team when colleagues are on leave. Support and adhere to general protocols in relation to health, safety and security and Information Governance. Dealing with incoming and outgoing post, including photocopying. Information Management Recording and processing communications and requests from trainees, programme staff and other stakeholders, including completion of all tasks associated with the activity. Alongside the wider admin team ensure that information relating to various parts of the training pathway are monitored and managed effectively so that work is delivered in a timely fashion. Monitor and manage various methods of receiving information and signpost enquiries when required. Maintain records of protected characteristics and communication preferences for trainees and other stakeholders, ensuring that these are communicated with programme staff and recorded appropriately. Training Administration To manage appointments including, booking and rescheduling appointments when required. Reception duties, welcoming visitors to the department and ensuring relevant staff are informed of their arrival. To ensure that all communications and relevant data is forwarded to the relevant team members in a timely fashion. Finance, Resources & Estates Monitor and order routine supplies and complete and monitor requisitions, liaise with the procurement team, when indicated. Inform senior administrator and/or director of clinical practice when invoices are received and require authorisation. Support the admin team to develop ways of optimising use of resources and reducing waste. Work towards optimising electronic correspondence. Report any building issues to appropriate estates colleagues and support access for any maintenance work required. Service Development Ensure that Trust policies are followed within the service and propose improvements to administrative policies and processes to ensure smooth running of administrative function. Engage with and contribute to development and implementation and support of Team objectives.